No.: S- 4838/A.6/12Z August 30, 2002

Transcription

1 MINISTRY OF FINANCE OF THE REPUBLIC OF INDONESIA DIRECTORATE GENERAL OF BUDGET Jalan Lapangan Banteng Timur 2-4 PO.Box : 1139 JAKARTAPPUSAT Telepon :(021) Facsimile: (021) No.: S- 4838/A.6/12Z August 30, 2002 Mr. Mark Baird Country Director, Indonesia C/O World BarLk Office, Jakarta Jakarta Stock Exchange Building,Tower 2, JI. Jenderal Sudirman Kav Jakarta Re. : Grant Number TF (ASEM Grant for Supporting Pro-Poor Policy Development in a Decentralized Indonesia) Referring to World Bank Office Jakarta's letter dated August 21, 2002 regarding to the above mentioned subject, please be informed that the attached letter of the Grant Agreement has been countersigned by the Director General of Budget, MOF for legal purpose. We have retained one original copy for our document. Thank you for your kind attention and cooperation. Sin crely yours, Edi Karsanto Dir etor of External Funds, Directorate General of Budgets stry of Finance C:\phlnI112\SdksilClAnto'C\Countersign\Countersigu TF lro.doc

2 The World Bank WORLD BANK OFFICE, JAKARTA INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT JSEB Tower 2, JI. Jend. Sudirman Kav , Jakarta INTERNATIONAL DEVELOPMENT ASSOCIATION Telephone: (62-21) * Facsimile: (62-21) MARK BAIRD country Director, Indonesia August 21, 2002 Drs. Anshari Ritonga Director General of Budget Directorate General of Budget Ministry of Finance Jakarta, Indonesia Dear Mr. Ritonga: Re: ASEM Grant for Supporting Pro-Poor Policy Development in a Decentralized Indonesia Grant Number TF I am writing on behalf of the International Bank for Reconstruction and Development (the Bank) to indicate the Bank's agreement, as administrator of grant funds provided from the ASEM-EU Asian Financial Crisis Response Fund, to make a grant in an amount not exceeding two hundred seven thousand five hundred United States dollars (US$207,500) (the Grant) to the Republic of Indonesia (the Recipient). The Grant is made in response to the Recipient's request for financial assistance and for the purposes and on the terms and conditions set forth in the Annex to this Letter Agreement. The Recipient represents, by confirming its agreement below, that it is authorized to contract and withdraw the Grant for the said purposes and on the said terms and conditions. The Bank may disclose this Letter Agreement and information with respect to this Trust Fund, in accordance with the Bank's policy on disclosure of information. Please confirm your agreement with the foregoing, on behalf of the Recipient, by signing, dating, and returing to us the enclosed copy of this Letter Agreement. Upon receipt by the Bank of the copy of this Letter Agreement countersigned by you, this Letter Agreement will become effective as of the date of the countersignature. Very truly yours, INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT AGREED: REPUBLIC OF Mark Baird Country Director, Indonesia By: _ Name: A. Anshari Rftonga Title: Director General of Budget Date: August 29, 2002 cc. - Mr. Syahrial Loetan, Director, Bureau of Multilateral Cooperation, Bappenas tl P.O. Box 1324/JKT, Jakarta l Telex: IBRDIA (3 Headquarters: The World Bank, Washington DC, USA

3 Mr. Anshari Ritonga 2 August 21, 2002 Purposes, Terms, and Conditions of the Grant ANNEX 1. Purposes and Activities I.1. The purpose of the Grant is to assist the Recipient in building the capacity of its Coordinating Minister for Peoples Welfare in assessing the nature of poverty in the Republic of Indonesia and developing a medium to long-tern strategy to reduce poverty, including the definition of the role of national policies in a decentralized government and the establishment of policy and program priorities. The activities (the Activities) for which the Grant is given are as follows: (a) canying out of quantitative and qualitative analysis on poverty and vulnerability in the Recipient, including the identification and analysis of the causes and consequences of poverty, monitoring changes in poverty environment; monitoring, evaluating, and analyzing the impact of selected policies; and analyzing institutional capacity to deliver services to the poor and vulnerable; all through the provision of consultants' services; (b) conducting consultations with stakeholders; and (c) provision of field visits to staff of the Coordinating Minister for Peoples Welfare. 2. Implementation Generally 2.1. The Recipient shall: (a) through its Coordinating Minister for Peoples Welfare, carry out the Activities with due diligence and efficiency; (b) promptly provide the funds, facilities, services and other resources required for that purpose; (c) furnish all information covering the Activities and the use of the proceeds of the Grant as the Bank shall reasonably request; (d) from time to time exchange views with the Bank's representatives on the progress and results of the Activities; and (e) take all necessary measures required to enable the Bank to visit the territory of the Republic of Indonesia for purposes related to the Grant. Without limitation on the foregoing, the Recipient shall, if the Bank shall so request, prepare and furnish to the Bank promptly upon comnpletion of the Activities a report, in form and substance satisfactory to the Bank, on the r esults and impact of the Activities. 3. Procurement 3.1. Except as the Bank shall otherwise agree, procurement of the consultants' services required for the carrying out of the Activities and to be financed out of the proceeds of the Grant shall be governed by the provisions of Attachment I to this Annex. 4. WithdrawaL of Grant Proceeds 4.1. The arnount of the Grant shall be credited to an account opened by the Bank on its books in the name of the Recipient (the Grant Account), and may be withdrawn therefrom by the Recipient in accordance with the provisions of this Section 4, for expenditures in respect of the reasonable cost of services required for the Activities and to be financed out of the proceeds of the Grant. E P.O. Box 1324/JKT, Jakarta m Telex: IBRDIA e Headquarters: The World Bank, Washington DC, USA

4 Mr. Anshari Ritonga 3 August 21, The expenditures for the following items may be financed out of the proceeds of the Grant and shall be used exclusively in the canrying out of the Activities: Amount of the % of Grant Allocated Expenditures Item (in United States dollars! to be Financed (1) Consultants' services 95, % (2) Workshops aid training 14, % (3) Study tours 42, % (4) Incremental operating costs 55, % TOTAL For purposes of this paragraph, the term "incremental operating costs" means reasonable expenditures directly related to the Activities, incurred by the Recipient (which expenditures would not have been incurred absent the, Activities), namely expenditures for the cost of travel of consultants under the Activities Notwithstanding the provisions of paragraph 4.2 above: (a) No withdrawals shall be made from the Grant Account: (i) for payments made for expenditures prior to the date of signature of this Letter Agreement by the Bank; (ii) on account of payments for any taxes levied by or in the territory of the Recipient; (iii) on account of expenditures in the territories of any country which is not a member of the Bank or for services supplied from such territories; or (iv) for the purpose of any payment to persons or entities if such payment, to the Bank's knowledge, is prohibited by a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations; (b) No withdrawals shall be made from the Grant Account after August 31, 2003, or such later date that the Bank shall establish by notice to the Recipient (the Closing Date). However, withdrawals may be made after the Closing Date for expenditures incurred prior to the Closing Date if the corresponding withdrawal application is received by the Bank within four months after the Closing Date, after which time any amount of the Grant remaining unwithdrawn from the Grant Account shall be canceled; and (c) If, in the Bank's opinion, an amount of the Grant allocated to any of the items in the table in paragraph 4.2 above will be insufficient to finance the expenditures for such item, the Bank may, by written notice to the Recipient, reallocate to such item an amount of the Grant then allocated to another item which, in the Bank's opinion, will not be necessary to meet other expenditures When the Recipient shall desire to withdraw any amount from the Grant Account, it shall deliver to the Bank a written application for withdrawal of such amount in the form specified by the Bank. Withdrawal applications shall be: (a) signed on behalf of the Recipient by the Director General of Budget or such other person as he or she shall have authorized in writing; and (b) accompanied by such evidence in support of the application as the Bank shall reasonably request. Authenticated specimen signatures of the person authorized to sign withdrawal applications shall be provided with the first application bearing his or her signature. Each withdrawal application for an amount of the Grant and its supporting evidence must be sufficient in form and substance to satisfy the Bank that the Recipient is entitled to withdraw such amount from the Grant Account and that such amount is to be used in the carrying out of the Activities. The Bank 13 P.O. Box 1324IJKT, Jakarta m Telex: IBRDIA Headquarters: The World Bank, Washington DC, USA

5 Mr. Anshari Ritonga 4 August 21, 2002 shall pay the amounts withdrawn by the Recipient from the Grant Account only to or on the order of the Recipient The Bank may require withdrawals from the Grant Account to be made on the basis of statements of expenditure for expenditures under contracts for: (a) workshops and training; (b) study tours; and (c) incremental operating costs; all under such terms and conditions as the Bank shall specify by notice to the Recipient Withdrawals of the proceeds of the Grant shall be made in the currency of the Grant. The Bank, at the Recipient's request and acting as an agent of the Recipient, shall purchase with the currency of the Grant withdrawn from the Grant Account such currencies as shall be required to pay for expenditures to be financed out of the proceeds of the Grant. Whenever it shall be necessary, for the purposes of this Leter Agreement, to determine the value of one currency in terms of another, such value shall be as reasonably determined by the Bank To facilitate the carrying out of the Activities, the Recipient may open and maintain in United States dollars a special deposit account (the Special Account) in Bank Indonesia (its Central Bank) or in a state conmmercial bank acceptable to the Bank, on terms and conditions satisfactory to the Bank, including appropriate protection against set-off, seizure or attachment. Deposits into, and payments out of, the Special Account shall be made in accordance with the provisions of Attaclhment II to this Annex. 5. Accounts and Audits 5.1. (a) The Recipient shall maintain or cause to be maintained a financial management system, including records and accounts, and prepare financial statements in a format acceptable to the Bank, adequate to reflect in accordance with sound accounting practices the operations, resources and expenditures related to the Activities. (b) The Recipient shall: (i) have the records, accounts and financial statements referred to in subparagraph (a) above and the records and accounts for the Special Account for each fiscal year audited, in accordance with auditing standards acceptable to the Bank, consistently applied, by independent auditors acceptable to the Bank; (ii) furnish to the Bank as soon as available, but in any case not later than six months after the end of each such year, (A) certified copies of the financial statements referred to in paragraph (a) of this Section for such year as so audited, and (B) an opinion on such statements, records and accounts and report of such audit, by said auditors, of such scope and in such detail as the Bank shall have reasonably requested; and (iii) furnish to the Bank such other information concerning said records and accounts and the audit thereof, and concerning said auditors, as the Bank shall from time to time reasonably request. ; - (c) For adl expenditures with respect to which withdrawals from the Grant Account were made on the basis of statements of expenditure, the Recipient shall: (i) maintain or cause to be maintained, in accordance with subparagraph (a) above, records and accounts reflecting such expenditures; (ii) retain, until at least one year after the Bank has received the audit report for the fiscal year in which the last withdrawal from the Grant Account was made, all records (contracts, orders, invoices, bills, receipts and other documents) evidencing such expenditures; (iii) enable the Bank's representatives to examine such records; and (iv) ensure that such records and accounts are included in the annual audit referred to in subparagraph (b) above and that the report of such audit contains a separate opinion by said auditors as to whether the statements of expenditure submitted during such fiscal year, together with the procedures and internal controls involved in their preparation, can be relied upon to support the related withdrawals. MI P.O. Box 1324/JKT, Jakarta M Telex: IBRDIA e Headquarters: The World Bank, Washington DC, USA

6 Mr. Anshari Ritonga 5 August 21, Suspension and Cancellation 6.1. The Bank may at any time, by notice to the Recipient, suspend the right of the Recipient to make further withdrawals from the Grant Account if any of the following events has occurred and is continuing: (a) the Recipient has failed to comply with any of its obligations herein specified; or (b) the right of the Recipient, or any other entity to which the Bank has made a loan with the guarantee of the Republic of Indonesia, to make withdrawals under any loan agreement with the Bank or any development credit agreement with the International Development Association shall have been suspended The Bank may, by written notice to the Recipient, terminate the right of the Recipient to make further withdrawals from the Grant Account: (a) at any time after the right of the Recipient to make withdrawals from the Grant Account shall have been suspen'ded pursuant to the provisions of paragraph 6.1 above; or (b) if the Recipient shall have failed to take action, satisfactory to the Bank, within six months after the effective date hereof, to carry out the Activities. E) P.O. Box 13241JKT, Jakarta ; Telex: IBRDIA Headquarters: The World Bank, Washington DC, USA

7 Mr. Anshari Ritonga 6 August 21, 2002 Procurement Attachment I Section I. Emplovment of Consultants Part A: General Consultants' services shall be procured in accordance with the provisions of Sections I and IV of the "Guidelines: Selection and Employment of Consultants by Worid Bank Borrowers" published by the Bank in January 1997 and revised in September 1997, January 1999 and May 2002 (the Consultant Guidelines), paragraph I of Appendix 1 thereto, Appendix 2 thereto, and the following provisions of this Section. Part B: Qualitsr- and Cost-based Selection Except as otherwise provided in Part C of this Section, consultants' services shall be procured under contracts awarded in accordance with the provisions of Section I1 of the Consultant Guidelines, and the provisions of paragraphs 3.13 through 3.18 thereof applicable to quality- and cost-based selection of consultants. Part C: Other Procedures for the Selection of Consultants Individual Consultants Services of individual consultants for Activities under paragraph 1.1 (a) of the Annex may be procured under contracts awarded in accordance with the provisions of paragraphs 5.1 through 5.3 of the Consultant Guidelinies. Part D: I. Selection Planning Review by the Bank of the Selection of Consultants A plan for the selection of consultants, which shall include contract cost estimates, contract packaging, and applicable selection criteria and procedures, shall be furnished to the Bank, for its review and approval, prior to the issuance to consultants of any requests for proposals. Such plan shall be updated every six (6) months during the execution of the Project, and each such updating shall be furnished to the Itank for its review and approval. Selection of all consultants' services shall be undertaken in accordance with such selection plan (as updated from tirne to time) as shall have been approved by the Bank. 2. Prior Review With.respect to all contracts for the employment of individual consultants, the report on the comparison of the qualifications and experience of candidates, and the termns of reference and terms of employment of the consultants shall be furnished to the Bank for its prior review and approval. The contract shall be awarded only after the said approval shall have been given. The provisions of paragraph 3 of Appendix 1 to the Consultant Guidelines shall also apply to such contracts. ElI P.O. Box 13241JKT, Jakarta C3 Telex: IBRDIA e Headquarters: The World Bank, Washington DC, USA

8 Mr. Anshari Ritonga 7 August 21, Post Review With respect to each contract not governed by paragraph 2 of this Part, the procedures set forth in paragraph 4 of Appendix I to the Consultant Guidelines shall apply. 0- P.O. Box 1324/JKT, Jakarta ID Telex: IBRDIA G Headquarters: The World Bank, Washington DC, USA

9 Mr. Anshari Ritonga 8 August 21, 2002 Attachment II 1. For the purposes of this Attachment: Special Account (a) the term "eligiole items" means the items set forth in the table in paragraph 4.2 of the Annex to this Letter Agreement; (b) the term "eligible expenditures" means expenditures in respect of the reasonabje cost of services required for the Activities and to be financed out of the proceeds of the Grant; and (c) the term "Authorized Allocation" means an amount equivalent to US$35,000 to be withdrawn from the Grant Account and deposited into the Special Account pursuant to paragraph 3 (a) of this Attachment. 2. Payments out of the Special Account shall be made exclusively for eligible expenditures in accordance with the provisions of this Attachment. 3. After the Bank has received evidence satisfactory to it that the Special Account has been duly opened, withdrawals of the Authorized Allocation and subsequent withdrawals to replenish the Special Account shall be made as follows: (a) The Recipient shall fiumish to the Bank a request or requests for a deposit into the Special Account of an amount or amounts which do not exceed the aggregate amount of the Authorized Allocation. On the basis of such request or requests, the Bank shall, on behalf of the Recipient, withdraw from the Grant Account and deposit into the Special Account such amount or amounts as the Recipient shall have requested. (b) (i) For replenishment of the Special Account, the Recipient shall furnish to the Bank requests for deposits into the Special Account at such intervals as the Bank shall specify. (ii) Prior to or at the timne of each such request, the Recipient shall furnish to the Bank the documents and other evidence required pursuant to paragraph 4 of this Attachment for the payment or payments in respect of which replenishment is requested. On the basis of each such request, the Bank shall, on behalf of the Recipient, withdraw from the Grant Account and deposit into the Special Account such amount as the Recipient shall have requested and as shall have been shown by said documents and other evidence to have been paid out of the Special Account for eligible expenditures. All such deposits shall be withdrawn by the Bank from the Grant Account under the eligible items, and in the respective equivalent amounts, as shall have been justified by said documents and other evidence. 4. For each payment made by the Recipient out of the Special Account, the Recipient shall, at such time as the Bank shall reasonably request, fumish to the Bank such documents and other evidence showing that such payment was made exclusively for eligible expenditures. ED~ P.O. Box 1324/JKT, Jakarta ( Telex: IBRDIA Headquarters: The World Bank, Washtngton DC, USA

10 v Mr. Anshari Ritonga 9 August 21, Notwithstanding the provisions of paragraph 3 of this Attachment, the Bank shall not be required to make further deposits into the Special Account: (a) if, at any time, the Bank shall have determined that all further withdrawals should be made by the Recipient directly from the Grant Account; (b) if the Recipient shall have failed to furnish to the Bank, within the period of time specified in paragraph 5.1 (b) (ii) of the Annex to this Letter Agreement, any of the audit reports required to be furnished to the Barik pursuant to said paragraph in respect of the audit of the records and accounts for the Special Account; (c) if, at arny time, the Bank shall have notified the Recipient of its intention to suspend in whole or in part the right of the Recipient to make withdrawals from the Grant Account pursuant to the provisions of paragraph 6.1 of the Arnex to this Letter Agreement; or (d) once the total unwithdrawn amount of the Grant shall equal the equivalent of twice the amount of the Authorized Allocation. Thereafter, withdrawals from the Grant Account of the remaining unwithdrawn amount of the Grant shall follow such procedures as the Bank shall specify by notice to the Recipient. Such further withdrawals shall be made only after and to the extent that the Bank shall have been satisfied that all such amounts remaining on deposit in the Special Account as of the date of such notice will be utilized in making payments for eligible expenditures. 6. (a) If the Bank shall have determined at any time that any payment out of the Special Account: (i) was made for an expenditure or in an amount not eligible pursuant to naragraph 2 of this Attachment; or (ii) was not justified by the evidence furnished to the Bank, the Recipient shall, promptly upon notice from the Bank: (A) provide such additional evidence as the Bank may request; or (B) deposit into the Special Account (or, if the Bank shall so request, refund to the Bank) an amount equal to the amount of such payment or the portion thereof not so eligible or justified. Unless the Bank shall otherwise agree, no further deposit by the Bank into the Special Account shall be made until the Recipient has provided such evidence or made such deposit or refund, as the case may be. (b) If the Bank shall have determined at any time that any amount outstanding in the Special Account will not be required to cover further payments for eligible expenditures, the Recipient shall, promptly upon notice from the Bank refund to the Bank such outstanding amount. E9 P.O. Box 1324IJKT, Jakarta 1013 m Telex: IBRDIA E3 Headquarters: The World Bank, Washington DC, USA